CITY OF WILLOWS REQUEST FOR PROPOSAL

Transcription

1 CITY OF WILLOWS REQUEST FOR PROPOSAL COLD STORAGE FEASIBILITY AND BUSINESS CASE DEVELOPMENT ANALYSIS Proposals Must be Received No Later than 5:00 PM, September 1, 2017 Remit To: City of Willows Robyn Johnson, City Clerk 201 North Lassen Street Willows, CA 95988

2 REQUEST FOR PROPOSAL OUTLINE I. PROPOSAL SUBMITTAL II. PURPOSE III. BACKGROUND IV. SCOPE OF SERVICES V. PROPOSAL REVIEW AND EVALUATION CRITERIA VI. TIMELINE VII. ADDITIONAL REQUIREMENTS VIII. INSURANCE AND INDEMNIFICATION

3 City of Willows Request for Proposal For Cold Storage Feasibility and Business Case Study Analysis I. PROPOSAL SUBMITTAL A. Proposals will be accepted until 5:00 pm On September 1, Use of US Mail or other third-party delivery services will be at the proposer s risk. Proposals received after this date and time will not be considered. B. Proposals must be signed by a duly authorized officer of the bidding organization, delivered along with all required documents, and plainly addressed as follows: City of Willows Robyn Johnson, City Clerk 201 North Lassen Street Willows, CA C. All costs of the Request for Proposal preparation shall be the responsibility of the proposer. D. The original and three (3) copies of the proposal package must be completed and submitted as noted above. E. If a prospective bidder has any questions relating to this proposal, they must be received in writing via to tsailsbery@cityofwillows.org. Questions will not be accepted via other methods. All questions and responses will be distributed to all prospective bidders. F. All materials submitted in response to the Request for Proposal become the property of the City of Willows and may be returned only at the City s option and at the expense of the bidder. II. PURPOSE The purpose of this Request for Proposal ( RFP ) is to solicit and award a contract to a service provider for high quality, cost-effective Analysis and Reporting of Feasibility of Cold Storage Facility(ies) and Business Case Study. This RFP is the means for prospective service providers to submit their qualifications and request selection as the service provider.

4 Proposals will be considered from all potential provider types, including, but not limited to: Sole Practitioners General Partnerships Corporate Entities Government Agencies Non-Profit Organizations Private Firms Panel Organizational Configurations Any Combination of the Above III. BACKGROUND The City of Willows, in conjunction with stakeholders and partners, has determined a recurring theme of the need for a cold storage facility in the area. As such, a Cold Storage Feasibility and Business Case Study Analysis is desired to assist in planning, evaluating, and reporting on market, financial feasibility, operational plans and needs, and organizational plans and capabilities. IV. SCOPE OF SERVICES The City of Willows seeks qualified consultation and reporting in the areas within the following Scope of Services. Cost proposals and proposal responses should itemize costs by Activity so that bids may be properly evaluated and compared. Activity No. 1 Project Planning and Organization - Initial Project Meeting between contractor, City officials, and designees of the City to confirm project scope and timeline - Ongoing project management needed to coordinate stakeholders, manage planning process, monitoring budget, and completing required reporting to stakeholders and the United States Department of Agriculture - At least two in-person meetings to communicate project status Activity No. 2 Market and Competitors - Conduct surveys of producers and processors to determine need/likely use/factors that would influence use of cold storage facility - Assess fee tolerance of producers/processors likely to use cold storage facility - Evaluate alternative cold storage options in the region and any competitive advantages of alternatives - Determine likely demand for producers/processors

5 Activity No. 3 Evaluating Operations Plan - Assess potential locations for cold storage facility with direction from City and County Staff on preferred locations. City and County Staff to provide information on permitting needs and traffic patterns. - Assess equipment needs and costs - Assess any land/building acquisition needs and costs. Activity No. 4 Evaluating Management and Organization Needs - Assess needed personnel to operate cold storage facility and costs thereof. - Identify likely expertise/qualifications needed to operate facility - Assess potential hours/days of operation - Assess potential management and organization structure of the facility Activity No. 5 Conducting Financial Analysis - Develop 3-5 years of financial projections to determine financial feasibility of operation - Assess outside capital needs for operation - Identify potential funding sources, including public/private partnerships - Conduct risk assessment, identifying potential risks to operation Activity No. 6 Preparing and Presenting Final Report - Develop draft of business case report to be presented in-person to City and County officials and stakeholders for feedback and input - Receive input on draft and make any needed changes - Issue final report. Provide report to City and County officials and the USDA. In addition, the City requests a timeline of Activities based upon an estimated start date of September 18. The bidder will also provide a list of key personnel to be assigned to the project, including key personnel s qualifications and experience. V. PROPOSAL REVIEW AND EVALUATION CRITERIA A. The Interim City Manager, Administrative Services Director, and the Glenn County Community Development Director will evaluate the proposals to determine a bidder s responsibility and responsiveness B. A responsible bidder is one whose proposal substantially complies with all requirements of the RFP. C. A responsible bidder is one who: 1. Possesses the competency, experience, and education required to effectively perform the duties enumerated in the Scope of Services 2. Has no record of unsatisfactory performance, lack of integrity, or poor business ethics

6 3. Is otherwise qualified and eligible to receive an award under applicable statutes and regulations, 4. Has the experience of successfully performing similar services 5. Demonstrates the ability to be readily accessible to the City regarding the progress of the Scope of Services 6. Has acceptable references D. The City reserves the right to declare any proposal irregular and not considered for award if it is conditional, incomplete, or not responsive to the RFP. E. The City reserves the right to waive any proposal irregularity. However, this will not relieve the Contactor from full compliance with the bidding process if awarded the contract. F. The City reserves the right to reject any and all proposals and to, re-start the Request for Proposal process G. The contract award will not be based solely on price. A combination of factors determined to be in the best interest of the City and of the project will be considered. Given the specialized expertise required for this project, the City reserves the right to further negotiate contract terms with the successful bidder. VI. TIMELINE RFP Issuance August 9, 2017 Question Submittal Deadline August 17, 2017 Questions and Responses Provided August 23, 2017 RFP Submittal (5:00 pm) September 1, 2017 Interview Date (optional) September 6, 2017 City Council Award of Contract September 12, 2017 VII. ADDITIONAL REQUIREMENTS A. Successful bidder must obtain a business license with the City of Willows prior to the commencement of any work performed. B. Successful bidder must acknowledge that the individual or entity performing services is doing so as an independent contractor of the City of Willows and will provide Form W-9 upon signing of Professional Services Contract

7 VIII. INSURANCE REQUIREMENTS AND INDEMNIFICATION Insurance The successful bidder shall provide a Certificate of Insurance naming the City as additional insured for the following: A. Worker s Compensation B. General Liability and Property Damage with a combined limit of $1,000, C. Automobile Liability Insurance in an amount not less than $500, D. The policy shall not be cancelable within thirty (30) days advance written notice to city and shall be in a form and by a surety approved by the city. E. In the event the policy is canceled prior to the completion of the project and the Contractor does not furnish a new Certificate of Insurance prior to cancellation, the city may obtain the required insurance and deduct the premium(s) from contract monies due to the Contractor. F. If the policy is a claims-made policy, the policy shall contain language providing coverage up to six (6) months following the completion of the contract in order to provide insurance coverage for the hold harmless provisions herein. G. As used above, the term Contractor includes the Labor Standards Coordinator, and its officers, agents, or employees. Indemnification A. Contractor agrees to hold harmless and to indemnify the city from every claim or demand which may be made for any injury or death, or damage to property caused by the performance of this contract. B. Such duty shall be irrespective of the date upon which the claim or demand is asserted. C. If any judgment is rendered against the city for any injury, death, or damage caused by contractor in the performance of this contract, the Contractor shall, at his own expense, satisfy and discharge any judgment. D. None of the foregoing paragraphs shall be applicable if the injury, death, or damage is caused solely by city s negligence. E. Contractor agrees that it shall immediately notify the city and Contract s insurance carriers of any incident occurring during performance of this contract which may result in a claim or liability. F. As used above, the term city means the City of Willows or its officers, agents, or employees. Small, minority and female-owned businesses and Section 3 business concerns are encouraged to apply. The City of Willows is an Equal Opportunity Provider.